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Home My WebLink AboutContract - Urban Enterprise Association - Love Your Block GrantINTER -OFFICE MEMORANDUM ..,,. Department of Community Investment City of South Bend 227 W Jefferson Blvd 186 TO: Board of Public Works, Linda Martin CC: Alkeyna Aldridge, Pam Meyer FROM: Sonja Karnovsky SUBJECT: MOU between COSB and Urban Enterprise Association re: Love Your Block DATE: February 4, 2019 Linda and Members of the Board, We are submitting for review and approval an agreement between the City (COSB) and the Urban Enterprise Association (UEA) that asks the UEA to serve as the fiduciary agent for the City's Love Your Block (LYB) program. LYB is a small-scale home repair program that offers mini -grants of up to $5000 to community organizations. Groups can apply by assembling an application that lists houses within 5 blocks of one another that need small-scale repairs. Repairs will be made in collaboration between resident volunteers and skilled trades representatives. The program will accept applications between January 14, 2019 and March 1, 2019. LYB connects residents to empower them to repair their homes and community spaces. The Love Your Block program is funded by a $25,000 grant from Cities of Service and a $25,000 match from the 2019 Municipal Budget, subject to Council approval of the appropriate in Q1 of 2019. The City is responsible under the LYB program for purchasing materials for home repairs under the program, which will require frequent small expenditures. The UEA has functioned as the fiduciary agent for City programs in the past and has agreed to serve in this capacity. This relationship will facilitate the frequent purchases the LYB program will require using in-store expense accounts at hardware stores in South Bend. The UEA Board is aware of this request and has indicated support. The Board was not able to meet on January 29, 2019 due to inclement weather but intends to review the enclosed contract at its makeup meeting, tentatively scheduled for the end of February 2019. Thank you, Sonja Karnovsky AGREEMENT BY AND BETWEEN City of South Bend, Indiana And Urban Enterprise Association of South Bend, Inc. F This Agreement is entered into effect Jan ar�r �, 2019, by and between the City of South Bend, Indiana acting by and through its Board of Public Works (the "City") and the Urban Enterprise Association of South Bend, Inc. (the "UEA") WHEREAS, the City has received a grant to create a home repair program called Love Your Block (LYB); and WHEREAS, the City is responsible under the LYB program to purchase all materials for home repairs under the program, which will require frequent small expenditures; and WHEREAS, pursuant to the Articles and Bylaws of the UEA, the UEA shall be organized and operated exclusively to benefit, perform, and carry out the charitable, scientific, and educational purposes of the City of South Bend, Indiana, and in furtherance thereof to conduct such programs and activities in and around the City, especially within the Enterprise Zone, as will (a) relieve the poor and distressed or the underprivileged, (b) advance education or science, (c) erect or maintain public buildings, monuments, or works, (d) lessen the burdens of government, lessen neighborhood tensions, (f) eliminate prejudice and discrimination, or (g) combat community deterioration; and WHEREAS, the UEA is willing to administer all program funds for LYB, account for those funds and disburse such sums as may be necessary to support the City's LYB program; and WHEREAS, program funds for LYB consist of $25,000 in grant funds from Cities of Service to the City, disbursed in two payments of $12,500 and $25,000 in City funds from the 2019 Municipal budget; and WHEREAS, this Agreement is intended to set forth the mechanisms and procedures related to the management of program funds for the City's LYB program. NOW THEREFORE, it is agreed between the parties as follows: The City agrees to undertake and perform the following commitments: 1. Handle all tasks related to administration of the LYB program 2. Determine the need for various expenses required to support the Project and to enter into commitments for those expenses. Review and approve all billings and invoices for those expenses and transmit all approved billings or invoices to the UEA for payment. 3. Create expense accounts and serve as authorized users of such accounts at retail establishments where materials for the LYB program will be purchased. The UEA agrees to undertake and perform the following commitments: 1. Act as Fiscal Agent for program funds associated with the LYB program. 2. Receive all funds and deposit and safeguard such funds in a separate UEA account, within the UEA's existing financial structure (the "LYB Fund"). 3. Disburse funds from the LYB Fund according to the terms of billings and invoices approved by the City and transmitted for payment. 4. Make periodic reports to the City at such intervals as the City may request containing the information regarding expenditures made, including billing information from accounts that the City sets up to purchase materials for the LYB program. This Agreement shall be in effect for twenty four (24) months, commencing on January , 2019, unless terminated by either party during the initial term. This Agreement may be terminated by either party, at any time, upon thirty (30) days notice to the other party. Upon termination of this Agreement, the UEA shall transfer to the City any remaining funds being held by the UEA at the time the UEA either gives or receives notice of such termination. {signature page follows} DATED this day of12019, URBAN ENTERPRISE ASSOCIATION OF SOUTH BEND, INC. Signature 6reu �Czl, Printed Name and Title C.i,4a IA - Date CITY OF SOUTH BEND, by and through its Board of Public Works Gary A. Gilot, Board President Suzanna Fritzberg, Member Laura O'Sullivan, Member Elizabeth A. Maradik, Member Therese J. Dorau, Member ATTEST: Linda Martin, Clerk (Signature Page to Memorandum of Understanding) BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date February 5, 2019 Department Name Sonja Karnovsky Community Investment BPW Date Februar 7, 2019 Phone Extension 9098 W Required Prior to Submittal to Board BPW Attorney Attorney Name Dept. Attorney Z Attorney Name Sandra Kennedy .... . Purchasing El....__ �__�� Check the Approj)riate Item Type — Professional Services Agreement Z Contract ❑ Open Market Contract ❑ Amendment/Addendum 0 Bid Opening ❑ Bid Award Quote Opening ❑ Quote Award Proposal Opening ❑ C/O & PCA No. El Chg. Order, No. ❑ Traffic Control [l Other: Required q .red Information All Submissions L Proposal EJ Special Purchase, QPA El Req. to Advertise EJ Reject Bids/Quotes PCA ❑ Resolution ❑ Ease./Encroach ❑ Title Sheet Company or Vendor Name Urban Enterprise Association If Yes, A __..... ._u. � Approved by Purchasing New Vendor No—YC MBE/WBE Contractor F1 WBE Completed E-Verify Form Attached Nos Project Name Love Your Block fiduciary agreement Project Number TBA .................... ............... .-.._........ Love Your Block grant and City match subject to Council Funding Source appropriation _ITITITITITITITITITm Account No. 404-1001-460-39-30 Amount .....��_........___ $25,000 grant, $25,000 match Terms of Contract ..... _._...... 2 gears from Effective Date life of LYB grant .............. Purpose/Description UEA to serve as fiduciary agent for LYB program _. __.. _ _ .................W__ For Change Only, Amount of ❑ .0rders _.. ............w .......... Increase $ ....._.. [� Decrease $ ) Previous Amount $ ......_.��o/o Increase Current Percent of Change: Decrease ( %) _.. New Amount $ Increase Total Percent of Change: Decrease -(% Time Extension Amount: __..._ ....... ...... New Completion Date: